Set-Up Checklist
1) Enter your details into the referral system start form by clicking here. You will be notified of completion in 1-2 days. You can proceed with step 2 while waiting.
2) Decide on and collect form completion incentive (BEST results: $10 Starbucks gift cards, order on Amazon here). You can also offer free product, like an oral kit, floss, etc).
3) Edit & print your referral collection forms. Click here for document template.
4) Edit & print in office signage. Click here for Canva template.
5) Place signage prominently throughout practice, as well as referral collection forms attached to clipboards (patients are conditioned to fill out PHYSICAL forms).
How To Use The Referral Rocket System
Step 1. Get Patients To Fill Out Referral Sheets
Start the conversation!
Place your signage throughout your practice to prompt patients to ask you.
Ask patients if they would like to participate! The best time is after a treatment (make this easy for you and your staff by making sure signage is set up!)
“Have you heard about our new referral program?”
>> No I haven’t
“It's a great way to get some free bonuses for introducing our practice to your friends/family. Every time a friend you refer comes into the practice, you both get a $100 treatment credit. We even give a [referral incentive] just for filling out a referral form. Would you be interested?”
>> Sure
“The way it works is we send your friend a quick text with a credit, and when they visit, you get a credit too. Do you have anyone off the top of your mind that might be interested? Some of our patients like to check their recent text messages to jog their memory.”
>> Yep I have someone!
At this point, you can either give the person the collection sheet or have them fill out the referral page.
Step 2: Take a selfie with the patient (optional)
If the patient fills out the referral sheet, we highly recommend taking a selfie with them so that it can be included in the text.
💡 Try saying: “People don’t like texts from strangers and would rather see a picture of your beautiful smile!” Have fun with this part!
Step 3: Enter referral sheet submissions in the referral entry page
Click "Add Referral" in your Dently AI account to open your referral submission page.
💡After submitting the form, a message will appear about texts sent to referred friends. This applies only to patients filling out the form, so staff can disregard it.
Referral Booking Process
Here's what happens when you submit the referral entry page:
1) Automated Text: Every contact that was entered in the form will be sent the text below (they will only receive a selfie if you upload one).
2) AI Outreach: Our AI Treatment Coordinator reaches out through text and phone to any leads who respond.
3) Live Transfer: Qualified leads are live transferred to your office phone for scheduling.
When a referred patient comes in
When a referred patient comes in and accepts treatment, move them to them as “WON” in your opportunity pipeline.
To mark the opportunity as WON:
1) Go to “Track Patients” and open the contact opportunity card:
2) Under status, select “Won”, and click “Update”:
3) When you mark an opportunity as “WON”, a text will be sent to the person who referred the new customer, notifying them that their referral has visited your practice, and they have 90 days to use their new credit.
Referral purchase notification text:
Congrats [contact]!
Your friend [referral name] has visited us. Thank you so much for the referral!
Your account has now been credited with $[AMOUNT].
This credit is valid for 90 days, please call us [PHONE NUMBER to book! :)
/Practice Name
How To Update Your Referral Credit Amount
Although we recommend offering a $100 treatment credit (proven to work the best), you can change your treatment credit at any time.
💡If your state doesn't allow credits for referrals, you can still use this system with or without an alternative incentive to remain compliant.
1) Navigate to "Settings" in Dently AI
2) Go to "Custom Values", start typing in "referral" in the search box, and then click the three dots to the right of the "Referral Credit" row:
3) Update the number to your preferred credit and click "Update" (make sure it still writes in the format of "$X treatment credit" to display correctly in the texts to referrals).
Stipulations and Rules
You can set rules, like a $500 minimum spend, but we recommend starting without them. Since you don’t know how people will behave yet, they may naturally choose higher-priced treatments.
Therefore, adding rules too soon could lower your conversion rate unnecessarily. But if patients start taking advantage, you can always add rules later based on their behavior.
To set a rule for a credit, go to custom values as shown earlier and add the stipulation after the credit, e.g., "$100 treatment credit (requires $500 minimum spend)." Keep it short and clear to fit in text messages and avoid discouraging patients, like in the image below.
That's it!
While the system may seem complex at first, once it's up and running, it works automatically and can drive more patient referrals than your practice has ever seen. Our clients agree—it's absolutely worth it!